115 South Avenue | Rochester | New York | 14604 TO: RPL Board of Trustees FROM: Patricia Uttaro, Director DATE: August 28, 2019 SUBJECT: Monthly Report – August 2019 Action Items Allocation of 2018-2019 Annual Campaign Proceeds (Harrison) $242,593.72 was raised through the July 1, 2018, to June 30, 2019, annual campaign. Based on the RPL’s joint fundraising agreement with the Friends and Foundation of RPL, the proceeds of the annual campaign are to be divided evenly between the FFRPL and RPL, less any donor-restricted gifts, which translate to the following recommended allocation: Distribution of net proceeds: Rochester Public Library for books, materials and programs $ 82,500.00 The Friends and Foundation of the Rochester Public Library $ 82,500.00 Campaign Direct Costs $ 30,605.31 Restricted gifts and additional library allocation: Donor Restricted funds for Library use $ 24,519.84 Restricted gifts to endowment funds $ 8,441.34 Funds for donor recognition event(s) $ 9,527.23 Gifts designated for special projects $ 4,500.00 Total $ 242,953.72 Board Action Requested: Approval of the proposed 2018 – 2019 annual campaign earnings allocation as described above. E-Security Agreement (Harrison) We have been working through a series of continuity of operations planning at the City level, and LAS/Finance led a primer for MCLS Directors on business continuity and IT vulnerability in October 2018. RPL/MCLS administration considers intentional network disruption (hack, malware, etc.) a higher likelihood than natural disasters, especially in light of recent ransomware attacks at libraries and schools in New York (https://spectrumlocalnews.com/nys/central-ny/news/2019/07/17/onondaga-county-libraries-hit-by- ransomware). Considering the ransomware attack on the Onondaga Library System, we will conduct email vulnerability assessments and training for MCLS staff in October 2019. We have selected KnowBe4, Inc., a security vendor who provides both assessment and training. Their security-awareness program combines web-based classes with frequent simulated phishing attacks via email and reporting tools. The training employs actual case studies, live demonstration videos, and tests. KnowBe4 is currently in use and recommended by the City of Rochester and Finger Lakes Library System. RPL Board Director’s Report– August 2019 (Continued) KnowBe4 has provided a three-year proposal for services, splitting the cost over two years at $8,586 per year. Funding is allocated from the FY20 and FY21 LAS operating budget. Pricing is based on total email addresses, with 750 emails incorporated across the RPL and MCLS. The service will include all MCLS member email addresses, as the vulnerability from an email threat would impact both MCLS and RPL networks. Board Action Requested: Approval of an agreement with KnowBe4, Inc., for an amount not to exceed $17,172, for a term ending August 31, 2022. Tutoring Agreements (Reeves) The RPL recommends continuation of Test Assessing Secondary Completion (TASC) tutoring and afterschool tutoring with three of our current instructors. James Lynch will provide TASC tutoring at Arnett, Lyell and Maplewood, while Melissa Parrish and Charlene Girard will provide afterschool student tutoring services at Wheatley and Arnett in a similar capacity to prior years of service. Weekly schedules for classroom tutoring at each branch are established by Branch Administration, the Branch Site Supervisor, and instructor. They will each be paid at a rate of $29 per hour at the following not-to-exceed amounts: James Lynch, 400 hours, $11,600 Melissa Parrish, 160 hours, $4,640 Charlene Girard, 320 hours, $9,280 Funding is allocated from FY20 Branch Operating budget ($25,520). Results of 2018-19 tutoring were included as a pre-read report with the Board documents. Board Actions Requested: Approve an agreement with James Lynch, for the services described, for an amount not to exceed $11,600 and a period of September 1, 2019 to June 30, 2020. Approve an agreement with Melissa Parrish, for the services described, for an amount not to exceed $4,640 and a period of September 1, 2019 to June 30, 2020. Approve an agreement with Charlene Girard, for the services described, for an amount not to exceed $9,280 and a period of September 1, 2019 to June 30, 2020. Lyell Food for Fines Event (Reeves) In honor of the National Food Bank Day, which is on September 6, 2019, Lyell Branch library would like to host a food for fines program. Lyell has hosted a food pantry for the past 7 months and serves on average 12 families per month. The food pantry is run solely on donations. Currently our pantry is running low. We feel that this is a great opportunity to support our food pantry as well as lessen the financial barriers for patrons to borrow library materials. If we accumulate too many items, we will distribute the excess at our monthly Free Produce distribution held every first Saturday of the month. The fine forgiveness will be $1 per non-perishable item donated up to $5 maximum. All ages can participate. Lyell Branch items will only be considered. We would like to run the program through the month of September. Board Action Requested: Approve a Food for Fines program at the Lyell Branch for September 2019. Fine Arts Gift Policy Revision (Uttaro) The Fine Arts Gift Policy was created in 1997, and was recently reviewed and revised. In 1997, the policy was created in response to several donations of fine art intended for the new Bausch & Lomb Public Library Building. At the time, a committee of staff and Rundel Library Foundation staff were responsible for reviewing and RPL Board Director’s Report– August 2019 (Continued) accepting donations of art. Over the years, donations of fine art declined, and the committee dissolved. We were prompted to review the policy and revise due to the donation of art by local artist Cordell Cordaro. City attorney Johanna Brennan worked with Director Uttaro to revise the language to reflect current practice and to clearly define the role and responsibility of the library in accepting, displaying, and caring for fine art. Copies of the redlined and cleaned revised policy are included with your packet. Board Action Requested: Approval of the revised Fine Arts Gift Policy as presented. Report Items Patricia Uttaro, RPL Director reporting Rundel Masonry Project Update The Library has partnered with the Department of Environmental Services to submit a Consolidated Funding Application to the New York State Office of Parks, Recreation and Historic Preservation, under the Historic Preservation category. The grant seeks funding for exterior masonry and window repairs, restoration and replacement at the Rundel building. A request of $1.9 million dollars would match the City’s current $1.3 million debt allocation for project design and construction. As the Board is aware, approximately 25 feet of the parapet limestone cladding fell off the building into the river and balcony below in February 2019. LaBella engineers designed temporary bracing to stabilize additional unanchored limestone panels along the west parapet, installed by Heaster Building Restoration. In April 2019, LaBella conducted a drone and visual inspection of the parapet and identified five additional limestone panels that were no longer anchored to the structure and were in danger of falling. These panels were also immediately braced by Heaster to keep them from falling. At the same time, T.Y Lin International, the firm contracted for design of the Rundel Court Street terrace replacement project, conducted a limited walkthrough of the upper and lower stacks to evaluate the structural conditions and identify possible deficiencies in areas selected by architectural services and library staff. As a result, we can confirm the overall exterior and interior masonry needs exceed the initial funding allocated by the City in the 2017-18 capital improvement program. City Architectural Services will issue a request for proposals in fall 2019, for a comprehensive evaluation, cost estimating, and recommended phased approach to the masonry repair for the Rundel building. We believe phasing is necessary to secure funding for overall needs, to work around the schedule for the north terrace project, and to leverage NYSED Division of Library Development construction grant funding. As of today, the order of priority recommended by Library administration is to consider phasing by east terrace and façade, west (river) façade and balcony, and south and north façade with interior courtyard. Actions would include, but may not be limited to the following: Permanently secure the non-anchored limestone panels back to the structure, with a focus on the east terrace (public entrance) facing side first. Replace emergency exit stairwell from the Rundel building to the east terrace. Replace the fallen limestone along the west elevation, replicating original carvings. Repoint and seal limestone panel joints, working through the east, west, south and north sections of the building as phased with other priorities. Replace rusted and damaged window lintels in the light well (interior courtyard), and replace steel and aluminum windows. RPL Board Director’s Report– August 2019 (Continued) We will keep the board informed as progress is made on these phased projects. Recommended Reading/Viewing Computer Science Could Learn A Lot From Library Science - https://www.forbes.com/sites/kalevleetaru/2019/08/05/computer-science-could-learn-a-lot-from-library- and-information-science/ The Fiber of Democracy